Automation#33: Automate Splitting Names for Existing Contact Records

Automation#33: Automate Splitting Names for Existing Contact Records



An organized directory – who doesn't love one?
Previously, we explored how to split contact names into First Name and Last Name for new contacts in Zoho Desk. But what about existing contacts already in your database? This week, we bring you a custom function that automates this process, ensuring a well-structured and easily searchable contact list.

Handling Existing Contacts
  • On ticket creation for an existing contact, this custom function will scan the email and split the name stored in the "Last Name" field into "First Name" and "Last Name."
  • To avoid unnecessary modifications, we introduce a checkbox in the contact layout. This allows you to mark contacts that have already been split, preventing duplicate actions.
Let's walk through the steps needed to ensure a smooth and error-free execution. 

I. Create a Checkbox Field in the Contacts Layout

a. Go to Setup >> Customization >> Layouts and Fields >> Select the Contacts module >> Select the layout >> Drag the checkbox field >> Give a desired name for the checkbox (e.g., Name Split).
b. Click on the gear icon of the checkbox field, select Edit Properties, and note the API name. This API name must be pasted into the custom function on line 4.
c. Uncheck the Enable by Default checkbox if it is marked.

II. Configure Custom Function within the Workflow Rule

Prerequisites
1. Create a connection
  1.1 Go to Setup(S) and choose Connections under Developer Space.
  1.2 Click Create Connection.
  1.3 Select Zoho Desk under Default Services.
  1.4 Set the connection name as deskcontact.
  1.5 Under Scope, choose the below scope values:
Desk.contacts.UPDATE
Desk.contacts.READ
  1.6 Click Create and Connect.
  1.7 Click Connect and click Accept.
Connection is created successfully.

2. Create a Workflow Rule
 2.1. Go to Setup, choose Workflows under Automation. 
 2.2 Under Workflows, click Rules >> Create Rule.

In the Basic Information section,
2.3. Select Tickets from the drop-down menu under Module.
2.4. Enter a Rule Name and Description for the rule.
2.5. If you want to activate the rule right away, select the Active checkbox. Else, create the rule and activate it later.
2.6. Click Next.
 
In the Execute on section, follow these steps:
2.7. Select Create.   
2.8. Click Next.
 
2.9. In the Criteria section, add criteria if required. click Next. 
2.10. In the Actions section, click the + icon and select New next to Custom Functions.
2.11. Enter a Name and Description for the custom function. Choose Tickets under Module.
2.12 Under Argument Mapping, give a desired Method Name. Map the arguments as below:       
         2.12.1 In the Argument Name field, type contactId and select Contact ID under the Contacts Section.                                     
2.13. In the script window, insert the Custom Function given below:
  1. //------------- User Input ----------
  2. orgId = "60xxxxxxxx0"; //replace with your Org ID
  3. operator = "."; 
  4. checkBoxFieldAPIName = "enter_the_field_api_name"; //Enter API name of the checkbox
  5. //---------------------------------
  6. logs = Map();
  7. try {
  8. contacts = zoho.desk.getRecordById(orgId,"contacts",contactId, "deskcontact");
  9. firstName = contacts.get("firstName");
  10. lastName = contacts.get("lastName");
  11. if(lastName.contains(operator))
  12. {
  13.        if(operator.contains(".")){
  14.          lastName = lastName.subString(0,lastName.indexOf("@"));
  15.        }
  16.        firstName = lastName.subString(0,lastName.indexOf(operator)).trim();
  17.        lastName = lastName.subString(lastName.indexOf(operator) + 1);
  18.        updateContact = zoho.desk.update(orgId,"contacts",contactId,{"firstName":firstName,"lastName":lastName,"cf":{checkBoxFieldAPIName:true}},"deskcontact");
  19.    }
  20. }
  21. catch (errorInfo)
  22. {
  23. logs.insert("errorInfo":errorInfo);
  24. }
  25. info "logs: \n" + logs;

  27. if(logs.containKey("errorInfo"))
  28. {
  29. throws "Error happen in the CF execution";
  30. }
NOTE
a. In Line 2, Enter your OrgId with  "  ". To access OrgId, go to Setup (S) >> Developer Space >> APIs >> API Authentication.
b. In Line 4, enter the API name of the check box created within the Contacts layout.  
Information
This custom function will split the contact name as First Name and Last Name based on the "." operator between the names in the email. 
2.14. Click Save to save the custom function.
2.15. Click Save again to save the workflow.
By implementing this custom function and workflow rule, you can automate the process of splitting contact names within Zoho Desk, ensuring a clean and organized database, which will enhance searchability. 
We hope this guide helps streamline your contact management! If you have any questions or need further assistance, feel free to share in the comments. Happy Organizing!
Best regards, 
Lydia |Zoho Desk